# When NCUA Requests to Meet with Your Board Without Staff: What You Need to Know
Credit union boards may occasionally receive requests from NCUA examiners to meet without credit union staff present. While this can seem concerning, it's important to understand the reasons behind such requests and how to handle them professionally. Here are key insights from former NCUA examiners on navigating these situations:
## Common Scenarios
1. Meeting with the Board Chair: This is relatively common and often serves to open lines of communication and build trust. It's an opportunity for examiners to understand the board's perspective and for the chair to learn about examiner concerns.
2. Meeting with the Full Board: This is less common but may occur in specific circumstances, such as:
- When there's a dominant CEO who may be overshadowing board discussions
- If the board appears misinformed about the credit union's risk position
- When the board isn't effectively holding management accountable
- As a prelude to potential administrative actions
## How to Respond
If NCUA requests a meeting with your board without staff:
1. Don't refuse: Declining to meet could invite additional scrutiny or actions.
2. Ask for an agenda: While they may not provide a written one, examiners always have a purpose for these meetings.
3. Consider legal representation: It's within your rights to have counsel present. Ensure clarity on who the attorney represents (the board or individual members).
4. Listen more than you speak: Go into the meeting prepared to hear the examiners out.
5. Don't make immediate commitments: Avoid agreeing to specific actions during the meeting. Take time to discuss with your full board and management team afterward.
6. Consider recording the meeting: NCUA generally allows this, though some state regulators may not.
7. Take detailed notes: Ensure you have a clear record of what was discussed.
8. Be honest: If you don't know an answer, say so. Don't speculate or make promises you're unsure about.
9. Manage emotions: It's okay to disagree respectfully, but stay professional. Take breaks if needed.
10. Follow up: After the meeting, recap key points and any next steps in writing to ensure everyone is on the same page.
## Key Takeaways
- These meetings, while potentially stressful, are opportunities for open dialogue with regulators.
- Preparation and professionalism are crucial.
- Remember that examiners are generally working in the best interest of your institution.
- Don't hesitate to seek guidance from experienced advisors or legal counsel if you have concerns.
By approaching these situations with a clear understanding of the process and your rights, credit union boards can navigate NCUA meetings effectively and maintain a constructive relationship with regulators.
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